PAM Governing Document: Upcoming Vote Kris Fowler
The proposed revision of the PAM Division Governing Document will be presented to the membership for approval at PAM's 2005 Annual Business Meeting (June 7). The text is below; it is based on the standard governing document currently in force for all divisions, but with a few modifications based on PAM's unique needs and practices, such as including the Past-Chair in the Executive Board. The first revision was discussed at the 2004 PAMwide Roundtable, which generated suggestions about quorum requirements and the Chair's power to call division meetings; these were incorporated into the second draft. Input was also solicited from members in the August and November 2004 PAM Bulletins, as well as via PAM's website http://www.sla.org/division/dpam/
governingdocs/revisions.html, but no further concerns or suggestions were raised. The proposed revision has since been approved by SLA's Bylaws Committee and may therefore be adopted upon the vote of PAM members at the Business Meeting.
Respectfully submitted by the Governing Documents Task Force: Kris Fowler (Chair), Dorothy McGarry, Elaine Adams
Proposed PAM GOVERNING DOCUMENT
[with revisions as of October 15, 2004]
The mission of the Physics-Astronomy-Mathematics ("PAM") Division shall be that of the Special Libraries Association.
The scope of the PAM Division includes all aspects of librarianship in the fields of physics, astronomy, and mathematics. Particular emphasis is given to the control, dissemination, and retrieval of knowledge and information in these areas.
MEMBERSHIP
The Associationıs Board of Directors shall define the classes of members.
Division membership falling below 25 members for more than one Association year will be reported to the Division Cabinet Chair.
EXECUTIVE BOARD
No member shall serve in the same office for more than two consecutive terms. The term of office of chair, chair-elect, and immediate past-chair shall be one year. The term of office of treasurer and secretary shall be two years.
Should the office of chair become vacant, the chair-elect shall assume this position for the remainder of the term. All other board vacancies, including a vacancy in the office of chair-elect, occurring before the conclusion of a departing memberıs term will be filled by majority vote of the remaining members of the board.
OFFICERS
The secretary shall keep an approved record of all meetings of the Division and board and sign legal documents jointly with the chair and shall have other duties as specified by PAM Division Practices Manual.
The treasurer shall have custody of the Division funds and shall have other duties as specified by PAM Division Practices Manual.
The past-chair shall have duties as specified by PAM Division Practices Manual and the needs of the Division.
The Division may elect additional officers as specified by PAM Division Practices Manual and the needs of the Division.
MEETINGS
COMMITTEES
The board authorizes funds for approved committee expenses.
No Division member may serve on any one committee for more than six consecutive years.
SUBUNITS
FUNDS, CONTRACTS AND PROPERTY
Any agreement, contract, or obligation entered into by the Division, including the purchase of property such as office machines, filing cabinets, computer equipment, etc., shall have advance approval of the board. Any agreement, contract or obligation must be in compliance with Association liability limits as prescribed in PAM Division Practices Manual.
NOMINATIONS AND ELECTIONS
DISSOLUTION AND MERGER
COMMUNICATIONS
DIVISION REPRESENTATION AND AFFILIATION
AMENDMENTS
fowle013@umn.edu
NAME AND MISSION
The name of this unit is the Physics-Astronomy-Mathematics Division, Special Libraries Association.
The membership of the Division shall be those members of the Association who elect to affiliate with the Division.
The executive board (³board²) with a minimum of five officers shall have the authority and responsibility to manage the Division's property and to regulate and govern its affairs. A majority of board members in office shall constitute a quorum for the transaction of business at any meeting of the board.
The chair, subject to the executive board, shall have general supervision and control over Division affairs.
The chair-elect shall substitute for the chair in his/her absence and have other duties as specified by PAM Division Practices Manual and the needs of the Division.
The Division annual business meeting, convened by the Division Chair, shall normally be held during the Association annual conference. At least one business meeting shall be held during the term of office of each elected board. Adequate notice of meetings shall be provided to the membership. Participation by 20% of PAM members shall constitute a quorum for the transaction of business.
The board may establish committees, which shall be responsible to the board. The chair shall appoint the members and designate the chairs of all committees except the Nominating Committee, which shall be appointed by other board members as specified in PAM Division Practices Manual.
Subunits may be established and disbanded by the Division, according to PAM Division Practices Manual.
Funds for Division expenses shall be derived in part or in whole from the Association as an allotted share of the annual dues paid by Division members.
A Nominating Committee for each election of members to the board shall be appointed by the board. The Nominating Committee shall present a slate of candidates to the membership with adequate notice prior to the Division's annual business meeting; further nominations may be entered by petition of members. If the slate includes more than one candidate for any office, election shall be by secret ballot distributed to each Division member; otherwise, the slate shall be presented by the Nominating Committee for approval by the membership at the Division's annual business meeting. Procedures for nomination and the election of candidates shall be determined by the PAM Division Practices Manual.
The Division may petition the Association Board of Directors for dissolution, or for merger with another Division, by an affirmative vote of two thirds of members voting, in accordance with PAM Division Practices Manual.
Divisions shall institute suitable mechanisms to facilitate communications with and among its members regarding Division activities, affairs, issues, and other matters.
Division representatives to joint committees and meetings of other societies having objectives allied to those of the Division and of the Association may be appointed by the chair.
This governing document may be amended by an affirmative vote of two thirds of the members present at the Division's annual business meeting. Revisions in or amendments to the Division governing document, as proposed by the board or by members, shall be reviewed by the Association Bylaws Committee, prior to presentation to the Division membership.
